Draft Request for Proposal (RFP) Document...

Final Request for Proposal (RFP) Document for Empanelment

[Reference No. F1.3(10)/RISL/RISL/13/500 Dated 18.04.2013)]

Procuring Authority Managing Director, RISL, First Floor, C-Block, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date & Time of Pre-bid meeting 30.04.2013 at 11:00 AM

Last Date & Time of Submission of Bid 27.05.2013 04:00 PM

Category/Categories applied for:

Sr. Category of Items/ Services

Applied for

Empanelled with RISL for

2012-13

Empanelment fee (INR) for One year

Application form Fee (Non-refundable)

Yes/No Yes/No Amount Deposited/ Enclosed (Yes/No)

Amount Deposited/ Enclosed (Yes/No)

1. Application Software Rs. 2,500/- Rs. 500/-

2. Turnkey Projects Rs. 5,000/- Rs. 500/-

3. System Software (off the shelf products)

Rs. 1,000/- Rs. 500/-

4. Hardware & Peripherals

Rs. 2,500/- Rs. 500/-

5. Networking Services Rs. 2,500/- Rs. 500/-

6. eGov Consultancy Rs. 2,500/- Rs. 500/-

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL)

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.)

Phone: 0141- 5103902 Fax: 0141-2228701

Web: http://risl.rajasthan.gov.in

http://risl.rajasthan.gov.in/

RISL: RFP for Empanelment

Page 2 of 40

TABLE OF CONTENTS

S.No. Chapter Page

Abbreviations & Definitions 3

1. Chapter-1: Invitation for Inviting Application for Empanelment 6

2. Chapter-2: Project Profile 8

3. Chapter-3: Pre-qualification/ Eligibility Criteria 9

4. Chapter-4: : Scope of Work (Indicative) 12

5. Chapter-5: Instruction to Bidders / Applicants for Empanelment 19

6. Chapter-6: Special Terms and Conditions of Empanelment 35

Bidding Forms

1. Application Form 36

2. Bidder‟s Authorization Certificate 37

3. Format for submission of Project references for Pre-qualifications

experience

38

4. Self-Declaration 39

5. Memorandum of Appeal under the RTPP Act, 2012 40


Page 3 of 40

ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No.

21 of 2012) and Rules thereto

Authorised

Signatory

The bidder‟s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority having the Power

of Attorney (PoA) from the competent authority of the respective Bidding

firm.

BG Bank Guarantee

Bid A formal offer made in pursuance of an invitation by a procuring entity

and includes any tender, proposal or quotation

Bid Security

A security provided to the procuring entity by a bidder for securing the

fulfilment of any obligation in terms of the provisions of the bidding

documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor

participating in the procurement/ bidding process with the procurement

entity

Bidding Document

Documents issued by the procuring entity, including any amendments

thereto, that set out the terms and conditions of the given procurement

and includes the invitation to bid

BoM Bill of Material

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial

powers have been delegated for taking decision in a matter relating

to procurement. MD, RISL in this bidding document.

Contract/

Procurement

Contract

A contract entered into between the procuring entity and a successful

bidder concerning the subject matter of procurement

COTS Commercial Off The Shelf Software

Day A calendar day as per GoR/ GoI.

DeitY, GoI Department of Electronics and Information Technology, Government of

India

DoIT&C Department of Information Technology and Communications,

Government of Rajasthan.

eGRAS Online Government Receipts Accounting System (e-GRAS) is an e-

Governance Initiative of Government of Rajasthan under Mission Mode

Project category and is part of Integrated Financial Management System

(IFMS). e-GRAS facilitates collection of tax/ non-tax revenue in both the

modes: online as well as manual. All types of government revenue may

be deposited online using this website: https://egras.raj.nic.in/

https://egras.raj.nic.in/


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ETDC Electronic Testing & Development Center

Empanelment Period The Empanelment shall remain valid for one (01) year from the date of

issue of Empanelment Letter

FOR/ FOB Free on Board or Freight on Board

GoI/ GoR Govt. of India/ Govt. of Rajasthan

Goods

All articles, material, commodities, electricity, livestock, furniture, fixtures,

raw material, spares, instruments, software, machinery, equipment,

industrial plant, vehicles, aircraft, ships, railway rolling stock and

any other category of goods, whether in solid, liquid or gaseous form,

purchased or otherwise acquired for the use of a procuring entity as well

as services or works incidental to the supply of the goods if the

value of services or works or both does not exceed that of the goods

themselves

ICT Information and Communication Technology.

IFA

Invitation for Application (A document published by the procuring entity

inviting Application Forms relating to the subject matter of procurement

and any amendment thereto and includes notice inviting bid and request

for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NCB A bidding process in which qualified bidders only from within India are

allowed to participate

NeGP National e-Governance Plan of Government of India, Department of

Information Technology (DIT), Ministry of Communications and

Information Technology (MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement The process of procurement extending from the issue of invitation to bid


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Process till the award of the procurement contract or cancellation of the

procurement process, as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods

or services, including award of Public Private Partnership projects, by a

procuring entity whether directly or through an agency with which a

contract for procurement services is entered into, but does not include

any acquisition without consideration, and “procure” or “procured” shall

be construed accordingly

Project Site Wherever applicable, means the designated place or places.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/

Tendering Authority/

Procuring Entity

Person or entity that is a recipient of a good or service provided by a

seller (bidder) under a purchase order or contract of sale. Also called

buyer. RISL in this RFP document.

RISL RajCOMP Info Services Limited

RVAT Rajasthan Value Added Tax

Services

Any subject matter of procurement other than goods or works and

includes physical, maintenance, professional, intellectual, consultancy

and advisory services or any service classified or declared as such by a

procuring entity and does not include appointment of any person made by

any procuring entity

SLA

Service Level Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service provider. It is a a

service contract where the level of service is formally defined. In practice,

the term SLA is sometimes used to refer to the contracted delivery time

(of the service) or performance.

State Government Government of Rajasthan (GoR)

State Public

Procurement Portal http://sppp.raj.nic.in

STQC Standardisation Testing and Quality Certification, Govt. of India

Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order

http://sppp.raj.nic.in/


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1. INVITATION FOR INVITING APPLICATION FOR EMPANELMENT

Name & Address of the

Procuring Entity

Name: RajCOMP Info Services Limited (RISL)

Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur

(Rajasthan)

Name & Address of the

Project Officer In-charge

(POIC)

Name: Amit Sharma, Dy Manager, RISL; [email protected]

Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur

(Rajasthan)

Subject Matter of Procurement

RISL invites applications for short listing eligible organizations / firms and

empanelling them for one (01) calendar year. This empanelment initiative will be

useful to expedite the procurement process as the eligibility of the empanelled

firms would have been already checked at the time of empanelment. Through

this empanelment process, the bidders which fulfil the requisite eligibility criteria

will be empanelled for supply of goods or services or both in their category of

empanelment, the value of which is up to the amount mentioned below:

S.

No.

Category of Empanelment Empanelment fee

(INR) for One year

Value of

Tender/ Work

(INR)

1. Application Software Rs. 2,500/- Upto 25 Lac

2. Turnkey Projects Rs. 5,000/- Upto 50 Lac

3. System Software (off the shelf

products)

Rs. 1,000/- Upto 10 Lac

4. Hardware & Peripherals Rs. 2,500/- Upto 25 Lac

5. Networking Services Rs. 2,500/- Upto 25 Lac

6. eGov Consultancy Rs. 2,500/- Upto 25 Lac

Bid Procedure Single-stage

Bid Evaluation Criteria

(Selection Method)

All the application forms shall be scrutinized on the basis of documents and

information submitted by applicant. Based upon scrutiny, applicants who will fulfil

the pre - qualification criteria and other conditions as stated in the application

form shall be empanelled, subject to the condition that sufficient numbers of

eligible firms are available for empanelment under respective category.

Websites for downloading

Bidding Document,

Corrigendum’s, Addendums etc.

Websites: http://sppp.raj.nic.in, http://www.rajasthan.gov.in,

http://risl.rajasthan.gov.in

Period of Sale of Bidding

Document 25.04.2013 at 11:30 AM to 27-05-2013 at 3.00 PM

Date/ Time/ Place of Pre-bid

Meeting

Date/ Time: 30.04.2013 at 11:00 AM

Place: RISL Board Room

Manner, Place & Deadline for the

submission of Application

Forms

Manner: By hand delivery, by courier or by post

Place: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur

(Rajasthan)

Deadline: 27.05.2013 04:00 PM

Date/ Time/ Place of Bid

Opening

Date: 27.05.2013 Time: 04:30 PM

Place: RISL, Board Room, First Floor, Yojana Bhawan, C-Block, Tilak Marg,

C-Scheme, Jaipur-302005 (Rajasthan)

Bid Validity 120 days from the bid submission deadline

Note:

1) The procuring entity reserves the complete right to cancel the bid process and reject any or all of the Application

Forms.

2) No contractual obligation whatsoever shall arise from the bidding document/ bidding process unless and until a

formal contract is signed and executed between the procuring entity and the successful bidder.

3) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on the

individual bidders to verify such information) and the information provided therein are intended only to help the

bidders to prepare a logical bid-proposal.

4) The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this procurement. Furthermore, in case

of any inconsistency in any of the provisions of this bidding document with the RTPP Act 2012 and Rules thereto,

the later shall prevail.

http://sppp.raj.nic.in/

http://www.rajasthan.gov.in/



Page 7 of 40

Managing Director, RajCOMP Info Services Limited

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Telephone: 0141-5103902 Fax:0141-2228701

RajCOMP Info Services Limited (RISL) invites applications from eligible firms for empanelment in various

categories viz Application Software, Turnkey, System Software, Hardware, Networking, eGov Consultancy.

Other details may be seen at the at the website of State Public Procurement Portal (http://sppp.raj.nic.in) or

RISL website http://risl.rajasthan.gov.in. Cost of the application form fee is Rs 500 (non–refundable). Last

date/time for submission of application is 27.05.2013 04:00 PM. Pre-Bid meeting will be held in the Board

Room, RISL on 30.04.2013 at 11:00 AM.

Director (Technical)



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2. Project Profile

RajCOMP Info Services Limited (RISL) undertakes frequent procurement initiatives on behalf of

various Government Departments/ Organizations across the State of Rajasthan. In many cases

the subject matter of procurement / project details, its quantity, time and place is not known in

advance. To expedite the procurement process, RISL intends to empanel qualified and eligible

organizations / firms in accordance to Rule No. 31, Chapter 4 (Methods of Procurement), under

Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of 2012) titled

“Empanelment by pre-qualification process”.

For this purpose, RajCOMP Info Services Limited (RISL) would like to invite bidders for short

listing eligible organizations / firms and empanelling them for one (01) calendar year. This

empanelment initiative will be useful to expedite the procurement process as the eligibility of the

empanelled firms would have been already checked at the time of empanelment. Through this

empanelment process, the bidders which fulfil the requisite eligibility criteria will be empanelled for

supply of goods or services or both in their category of empanelment, the value of which is up to

the amount mentioned below:

S.No. Category of Empanelment Value of Tender / Work (INR)

1. Application Software Upto 25 Lac

2. Turnkey Projects Upto 50 Lac

3. System Software (off the shelf products) Upto 10 Lac

4. Hardware & Peripherals Upto 25 Lac

5. Networking Services Upto 25 Lac

6. eGov Consultancy Upto 25 Lac

This Empanelment shall remain valid for a period for one year from the date of issue of

empanelment letter / agreement with the empanelled firm. However, the tenure of empanelment

may be extended further for another 12 months or till next empanelment is finalised, whichever is

earlier based on the performance of the firm and mutual consent of RISL and the respective

Organization / Firm and availability of budget under the specific category.


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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1) A bidder participating in the empanelment process shall possess the following minimum

pre-qualification/ eligibility criteria:

S.

No.

Basic

Requirement

Specific Requirements Documents Required

1. Legal Entity The bidder should be a Proprietorship firm

registered under the Rajasthan Shops &

Commercial Establishments Act, 1958 or a

similar Act of any other State/ Union, as

applicable

(Note: A self-certified declaration regarding the

non-applicability of registration to any Act

should be submitted by the bidder)

OR

A company registered under Indian Companies

Act, 1956

OR

A partnership firm registered under Indian

Partnership Act, 1932.

OR

A company registered under the Limited

Liability Partnership (LLP), Act, 2008

- Copy of valid Registration

Certificates

- Copy of Certificates of

incorporation

2. Financial:

Turnover

Annual Turnover of the bidder during each of

the last three financial years, i.e., from 1.4.2009

to 31.3.2012 (as per the last published audited

balance sheets), should be at least as

mentioned below in Table A (As mentioned

below).

CA Certificate with CA‟s

Registration Number/ Seal

3. Financial: Net

Worth

The net worth of the bidder in the last financial

year, i.e. 2011-12, should be Positive.

CA Certificate with CA‟s

Registration Number/ Seal

4. Tax

registration

and clearance

a) The bidder should have a registered number

of

i. VAT/ CST / Service Tax where his

business is located

ii. Income Tax / Pan number.

b) The bidder should have cleared his VAT/

CST/Service Tax dues up to 31st December

2012 to the Government.

- Copies of relevant

certificates of registration

- VAT/ CST Clearance

certificate / Service Tax

Return issued by the

concerned authority

5. Technical

Capability

The Applicant should have successfully completed, during last 3 years (1.1.2010 to 31.12.2012), at least ONE assignment of providing similar services (as mentioned in Table B), where the value of the assignment should be as per Table B (as mentioned below). OR

The Applicant should have successfully

1. Project reference As per

Form-3

And

2. Work Completion

Certificates from the client

clearly specifying the value of

work order

OR

3.(a) Work Order + Self

Certificate of Completion


Page 10 of 40

S.

No.

Basic

Requirement

Specific Requirements Documents Required

completed, during last 3 years (1.1.2010 to

31.12.2012), at least TWO assignments of

providing similar services (as mentioned in

Table B), where the value of the assignment

should be as per Table B (as mentioned below).

(Certified by the a CA /

Auditor appointed by

Governing Body);

OR

3.(b) Work Order + Phase

Completion Certificate from

the client 6. Mandatory

Undertaking

Bidder should: -

a) not be insolvent, in receivership, bankrupt

or being wound up, not have its affairs

administered by a court or a judicial officer,

not have its business activities suspended

and must not be the subject of legal

proceedings for any of the foregoing

reasons;

b) not have, and their directors and officers

not have, been convicted of any criminal

offence related to their professional conduct

or the making of false statements or

misrepresentations as to their qualifications

to enter into a procurement contract within

a period of three years preceding the

commencement of the procurement

process, or not have been otherwise

disqualified pursuant to debarment

proceedings;

c) not have a conflict of interest in the

procurement in question as specified in the

bidding document.

d) comply with the code of integrity as

specified in the bidding document.

A Self Certified letter as per

Form 4: Self-Declaration

A. Table A (for Turnover)

Sr. Category of Items/ Services Turnover from

Minimum Turnover

(Amount in lacs of Rs.)

1. Application Software IT/ITeS 75.00

2. Turnkey Projects IT/ITeS 150.00

3. System Software (off the shelf products) IT/ITeS 30.00

4. Hardware & Peripherals Hardware & Peripherals

75.00

5. Networking Services Networking products 75.00

6. eGov Consultancy IT/ITeS 75.00


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B. Table B (for work order)

Sr. Category of Items/

Services Similar Services means

Minimum work order value (Amount in lacs of Rs.)

Single WO Two WO

1. Application Software Application Software development, deployment and customization services to any Government organization/ PSU’s in India

20.00 12.50

2. Turnkey Projects IT Turnkey Projects to any Government organization/ PSU’s in India

40.00 25.00

3. System Software (off the shelf products)

Sale of system software in India 08.00 05.00

4. Hardware & Peripherals

Sale of Hardware & Peripherals in India

20.00 12.50

5. Networking Services Sale and installation of networking equipments in India

20.00 12.50

6. eGov Consultancy IT Consultancy Services in eGov domain to any Government organization/ PSU’s in India

20.00 12.50

Note:

For Category 6 under eGov Consultancy, the applicant shall submit Work order / Client

Certificate should be related to Bid Process Management / Program Management for large

scale eGovernance Projects

In case the work order for a Turnkey project is submitted against Application Software

category, the applicants shall also submit either of the following supporting documents

alongwith the copy of the work order:

o Client Certificate clearly specifying the actual value of Application Software

development, deployment and customization services and current status of the

project

o CA Certificate with CA’s Registration Number/ Seal clearly specifying the value of

Application Software development, deployment and customization services and

current status of the project

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1)

above, the procuring entity shall disqualify a bidder as per the provisions under “Clause:

Exclusion / Disqualification of Application Forms in Chapter-5: Instruction to Applicants for

Empanelment”


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4. SCOPE OF WORK (Indicative)

Anytime during the tenure of the empanelment, the Organization / Firm may be

required to undertake various project activities under different categories of work /

service but not limited to the following:

4.1. CATEGORY-1: APPLICATION SOFTWARE

Application Software includes Web Based Application, Stand-alone Software Application,

Client Server based application, Dynamic web portals, ERP, Business Intelligence,

Database application, Datawarehouse or any other enterprise-wide application.

Under the Application Software category, the Firm may be required to undertake various

activities as detailed below. Various aspects/ phases of application development (on any

OS / Database / Application platform) must be kept in mind by the applicants while

submitting the proposal for empanelment under this category.

Figure below shows the process flow during the various phases of the Software Application

development life cycle which are expected for compliance by the selected applicant(s).

a) Gather Requirements

i. An important task in creating a software product is extracting the requirements or

requirements analysis. Customers typically have an abstract idea of what they want

as an end result, but not what software should do. Hence, incomplete, ambiguous,

or even contradictory requirements should be recognized by skilled and

experienced software engineers of the empanelled firm at this point.

ii. Requirements analysis would require the engagement of individuals/ teams from

client as well as firm sides to get detailed and accurate requirements; often there

has to be a lot of communication to and from to understand these requirements.

Requirement gathering would be the most crucial aspect as many times

communication gaps arise in this phase and this leads to validation errors and bugs

in the software program.

iii. The firm is expected to perform the following under this phase: -

User requirements

Hardware and Software requirements

Applicable Standards/ Models (CMMI, ISO 9000 and 15504)

Integration of existing SMS/ E-Mail/ Payment Gateways with the Application

iv. A User Requirements document would be the outcome of this phase.

Gather Requirements

Analysis Design Code & Test

Security & Audit Control

Training/Change Management and Documentation

Go-LiveOperations &

Maintenance / FMS


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b) Perform Analysis

i. Once the general requirements are gathered from the client by the empanelled firm,

an analysis of the scope of the development should be determined and clearly

stated. This is often called a Scope document.

ii. The goal of system analysis would be to determine where the problem is in an

attempt to fix the system. This step would involve breaking down the system in

different pieces to analyze the situation, analyzing project goals, breaking down

what needs to be created and attempting to engage users so that definite

requirements can be defined.

c) Design Phase

i. In systems design phase, the empanelled firm is expected to describe the design

functions and operations in detail, including screen layouts, business rules, process

diagrams and other documentation. The output of this stage will describe the new

system as a collection of modules or subsystems.

ii. The design stage should take as its initial input the requirements identified in the

approved requirements document. For each requirement, a set of one or more

design elements should be produced as a result of interviews, workshops, and/or

prototype efforts.

iii. Design elements should describe the desired software features in detail, and

should generally include functional hierarchy diagrams, user-friendly screen layout

diagrams (English only or Bi-Lingual i.e. English and Hindi), tables of business

rules, business process diagrams, pseudo code, and a complete entity-relationship

diagram with a full data dictionary. These design elements are intended to describe

the software in sufficient detail that skilled programmers may develop the software

with minimal additional input design

iv. Develop the design in its various iterations

o High-level design (HLD)

o Detailed design

o Hand over the design for approval by the end-user (Purchaser)

v. Figure below depicts the design phase up to the point of starting development.

Once all of the requirements have been gathered, analyzed, verified, and a design

has been produced, the empanelled firm would pass on the programming

requirements to his application programmers.

d) Code and test application

i. The empanelled firm‟s application programmers would take the design documents

(programming requirements) and then proceed with the iterative process of coding,

testing, revising, and testing again, as depicted in the figure below.

User/ Business/ Technical

RequirementsAnalysis Design

Design Documents


Page 14 of 40

ii. It should also be clearly noted that the firm is required to test the developed

application for functionality and usability as per the details given below.

iii. The firm would perform the following system tests: -

o Perform integration test (test application with other programs to verify that all

programs continue to function as expected).

o Perform performance (volume/ load) test using production data.

iv. After the programs have been tested by the empanelled firm‟s application

programmers/ testers, they will be part of a series of formal user and system tests.

These would be used to verify usability and functionality from a user point of view,

as well as to verify the functions of the application within a larger framework as

depicted in the picture below.

e) Security and Audit Control

i. Adequate security levels and audit trails must be in place to protect the integrity of

the developed Application software. User security helps control the Application

contribution process by ensuring that only the authorized personnel have access to

specific elements of the application. The audit trail should provide a facility to trace

the path of changes on Application.

ii. It would be the responsibility of the empanelled firm to get done the IT Security

Audit of the developed application software before the commissioning of project.

The cost towards all such audits shall be borne by the empanelled firm. Hence, the

firm is advised to quote accordingly.

iii. Wherever the application would be used for online transactions i.e. commercial

transactions are involved on-line over the Internet, the firm shall use SSL with at

least 128-bit encryption certificate and PKI based security for user authentication

and content encryption for all critical transactions.

iv. Based on the project requirement, the appication shall undergo Safe-to-Host

certification by any CERT-In empaneled agencies under DIT, GoI.

f) Training & Documentation

i. The empanelled firm shall ensure that all documentation is in place (user training,

operation procedures, etc.).

ii. The empanelled firm shall also ensure a proper hands-on training to the designated

end-users on the application developed by him. Training could have multiple

sessions as per the need and requirement of the project/ application. The content of

the training and schedule shall be mutually decided by RISL and the firm later at an

appropriate time period. The requisite training infrastructure like the place,

Design Documents

Coding Testing/ ReviseTested

Programs

Tested Programs + Test Data

UserValidate Test

ResultsFinal Tested

Programs


Page 15 of 40

computers, and projector with screen shall be provided by RISL/ designated

department.

iii. The empanelled firm would also provide an On-line Help and an On-line Interactive

Training module, Visual help kit which will be downloadable by the end-users of the

Application Software.

g) Go-Live Phase

i. The final phase in the development life cycle would be to go to production and

become steady state. As a prerequisite to going to production, the empanelled

firm‟s development team needs to provide documentation. This would usually

consist of user training and operational procedures. The user training would

familiarize the users with the new application. The operational procedures

documentation would enable Operations to take over responsibility for running the

application on an ongoing basis.

ii. In production, the changes and enhancements would be handled by a group

(possibly the same programming group) that would perform the maintenance. At

this point in the life cycle of the application, changes would be tightly controlled and

must be rigorously tested before being implemented into production, as depcited in

the picture below.

iii. Also, as mentioned before, to meet the user requirements or solve problems, it

must be ensured by the empanelled firm that the application solution is designed to

reside on any platform or a combination of platforms. As per the current trends, the

specific application could be located in any of the three environments: Internet,

enterprise network, or central site. The operating system must provide access to

any of these environments.

h) Operations & Maintenance Phase/ Facility Management Services (FMS)

i. Faciity Management Services:

The empanelled firm, during the maintenance phase of the application: -

o Shall perform ongoing day-to-day changes and enhancements to application, on-

site, as per the need/ requirement of RISL/ designated department.

o Shall ensure define change management procedures to ensure that no

unwarranted changes are carried out to the application. All the changes carried out

by firm must be formally approved by RISL/ designated department and recorded

too.

o Shall do proper version management of these configurations as the configurations

may be changed from time to time. This is required to ascertain changes made to

these configurations at different stages as well as have functional configurations.

o If required, shall convert/ migrate the existing IT-enabled soft data in to new system

from various sources which will be saved at centralized server at Rajasthan State

Data Center (RSDC)/ designated location.

o Shall perform Performance Tuning and ensuring resilient performance of the

developed application.

o Maintain Service Level Agreement adhering to SLA requirement of the project.

Final Tested Programs

Promote to Production with Production Data

Production Repository


Page 16 of 40

o Shall Check status and take remedial actions, in case of problems/ bugs are

reported.

o Shall maintain the Documentation of problems, isolation, cause and rectification

procedures for building knowledge base for the known problems.

o Shall be required to incorporate necessary features in the application to automate

the back-up of database at regular intervals such as daily, weekly, monthly etc.

o Shall perform the proper hand-holding of the developed application to RISL/

designated department.

ii. Change Requests:

RISL may at any time, by a written order given to the firm, make changes within the

general scope of the Agreement in any one or more of the following:

o Designs, specifications, requirements which software or service to be provided

under the Agreement are to be specifically developed and rendered for the

Competent Authority.

o The method of deployment, shipping or packing.

o Schedule for Installation Acceptance.

o The place of delivery; and/or the Services to be provided by firm.

The change request / management procedure will follow the following steps:

o Identification and documentation of the need for the change: The information

related to initiator, initiation date and details of change required and priority of the

change will be documented by RISL.

o Analysis and evaluation of the Change Request: Impact of the change in terms of

the estimated effort, changed schedule, cost and the items impacted will be

analyzed and documented by SI.

o Approval or disapproval of the change request: RISL will approve or disapprove the

change requested including the additional payments, after discussion with SI on the

impact of the change on schedule.

o Implementation of the change: The change will be implemented in accordance to

the agreed cost, effort, and schedule.

o Verification of the change: The change will be verified by the RISL on

implementation of the change request.

4.2. CATEGORY-2: TURNKEY PROJECTS

Under the Turnkey Projects category, the firm may be required to undertake various

activities as detailed below:

i. Application S/w Development: Requirement Study, Development, Installation,

Customization, Integration with other eGovernment application, Testing, Data

digitization / migration and Commissioning of required Software / Web based

applications.

ii. IT Infrastructure Setup: Supply, Installation, Integration, Testing and

Commissioning of requisite Hardware, Networking equipments and allied

accessories to establish the required IT infrastructure for Application deployment at

project site as well as Rajasthan State Data Centre (RSDC) depending on project

requirement.

iii. Security Audit & Control: Conduct certification of the developed application through

STQC / CERT-In empaneled agencies under DIT, GoI.


Page 17 of 40

iv. O&M / FMS: Operations, Management / Maintenance of the developed Application

and Installed Hardware / IT Infrastructure

v. Capacity Building and Change Management Initiatives: Training and Handholding

the end users as per the project requirement

4.3. CATEGORY-3: SYSTEM SOFTWARE – OFF THE SHELF PRODUCTS

Under the System-Software off-the-shelf products category, the firm may be required to

undertake various activities as detailed below:

i. Supply of System Software

o Supplying all the software with genuine OEM license(s) under the name of RISL as

would be specified in the Bill of Material & Technical specifications in the RFP at

the respective sites.

o Providing comprehensive onsite warranty for all the supplied products/services.

ii. Installation, Integration, Testing and Commissioning

o The installation, integration and commissioning of Software products, upgrades,

updates and support.

iii. Documentation

o Provide technical documentation with every unit of the software supplied. The

language of the documentation should be in English. The technical documentation

should include illustrated catalogues, reference manuals, technical manuals and

operation manuals.

4.4. CATEGORY-4: HARDWARE & PERIPHERALS

Under the Hardware & Peripherals category, the firm may be required to undertake various


i. Supply of Hardware

o Supplying all the products and equipments (including installation

materials/accessories/consumables necessary for the installation of the systems)

as specified in the Bill of Material & Technical specifications as per RFP at the

respective sites.

o Supplying all the software with genuine OEM license(s) under the name of RISL



o The installation, integration and commissioning of the Servers and allied

equipments at the State Data Centre, Jaipur.

o The installation, integration and commissioning of PCs and allied items at all

implementation locations

o Obtaining installation completion and commissioning certificate (Sign-Off) for all

Implementation locations.

o Obtaining all the statutory and regulatory approvals, if required, for the project

implementation. However, RISL may facilitate the same and pay the requisite fee,

as applicable, to the concerned authority.

o Preparation and submission of detailed PAT/ FAT/ UAT plans/ schedules/

procedures/ formats. After acceptance of PAT/ FAT/ UAT reports by RISL, the

entire infrastructure (including network) would be deemed to have been


Page 18 of 40

commissioned. All the costs towards testing & commissioning to be borne by the

private vendor.

iii. Documentation

o Provide technical documentation with every unit of the equipment supplied. The



operation manuals.

iv. Operations & Management/ Infrastructure Management

o It would include all the processes/ practice for ongoing operations and management

and technical support of the deployed ICT infrastructure.


4.5. CATEGORY-5: NETWORKING SERVICES

Under the Networking Services category, the firm may be required to undertake various


i. Supply of Network equipments

o Supplying all the products and equipments (including installation

materials/accessories/consumables necessary for the installation of the systems)

as specified in the Bill of Material & Technical specifications in the RFP at the

respective sites. The entire hardware supplied under the project should be

interoperable and IPv6 ready.

o Supplying all the software with genuine OEM license(s) under the name of RISL



o The installation, integration and commissioning of the Local Area Network at other

implementation locations including active and passive components.

o Obtaining installation completion and commissioning certificate (Sign-Off) for all

Implementation locations.

o Obtaining all the statutory and regulatory approvals, if required, for the project

implementation. However, RISL may facilitate the same and pay the requisite fee,

as applicable, to the concerned authority.

o Preparation and submission of detailed PAT/ FAT/ UAT plans/ schedules/

procedures/ formats. After acceptance of PAT/ FAT/ UAT reports by RISL, the

entire infrastructure (including network) would be deemed to have been

commissioned. All the costs towards testing & commissioning to be borne by the

private vendor/ player.

iii. Documentation

o Provide technical documentation with every unit of the equipment supplied. The



operation manuals.

iv. Operations & Management/ Infrastructure Management

o It would include all the processes/ practice for ongoing operations and

management and technical support of the deployed Network infrastructure.



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4.6. CATEGORY-6: EGOV CONSULTANCY

Under the eGov Consultancy category, the firm may be required to undertake various activities

as detailed below:

i. Planning

o Plan the strategy for successful implementation of the projects

o Project execution methodology, capacity building and action plan

o Project Monitoring Templates

ii. Preparations of AS-IS, TO-BE, BPR, DPR, EoI/ RFP/ RFQ and Bid Process

Management

o Preparation of AS-IS, TO-BE, BPR, DPR, EoI/ RFP/ RFQ Documents, Bid Process

Management for procurement and technical evaluation of IT Infrastructure,

Software and other services required under the project.

iii. Project Monitoring:

o Develop and establish a suitable project monitoring framework to monitor progress

of various activities and SLAs as per various RFP requirements regular updating

and monitoring of monitoring templates using web based project monitoring tool. It

will also include generation of project progress reports through the tool as and

when required.

o To coordinate with various stakeholders of the project during the implementation

and operation & maintenance phase

o Project Monitoring Status Report/ exceptional reports in duly approved pre defined

formats on a frequency decided by GoR

o Project evaluation, assessment and propose improvements in various processes to

expedite the progress of the projects

o Provide technical support to the State on all technological issues related to the

project.

o Support the project partners in adhering to technical standards / architecture /

specifications proposed as part of the project.

o All necessary documentation such as drafts of MOUs, minutes of meeting,

agreements, lessons learned, suggestions etc as per the requirement of the

project.

o Smooth and timely execution of project tasks to ensure that there are no time and

cost over-runs.


Page 20 of 40

5. INSTRUCTION TO BIDDERS / APPLICANTS FOR EMPANELMENT

1) Sale of Application form

a) The sale of Application form shall be commenced from the date of publication of Notice

Inviting Application for empanelment. The complete Application form shall also be placed

on the State Public Procurement Portal. The prospective applicants shall be permitted to

download the Application form from the RISL website and pay its price while submitting the

Application to the procuring entity.

b) The Application form shall be made available to any prospective applicant who pays the

price for it in cash or by bank demand draft, banker's cheque.

c) Application form purchased by Principal of any concern may be used by its authorised sole

selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers or

vice versa.

2) Pre-Bid Meeting/ Clarifications

a) Any prospective applicant may, in writing, seek clarifications from the procuring entity in

respect of the Application form.

b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned

in the Notice Inviting Application For Empanelment and to clarify doubts of potential

applicants in respect of the procurement and the records of such conference shall be

intimated to all applicants and where applicable, shall be published on the respective

websites.

c) The period within which the applicants may seek clarifications under (a) above and the

period within which the procuring entity shall respond to such requests for clarifications

shall be as under: -

a. Last date of submitting clarifications requests by the applicant: 29.04.2013

b. Response to clarifications by procuring entity: by 10-05-2013

d) The minutes and response, if any, shall be provided promptly to all applicants to which the

procuring entity provided the Application form, so as to enable those applicants to take

minutes into account in preparing their Application form, and shall be published on the

respective websites.

3) Changes in the Application form

a) At any time, prior to the deadline for presenting Application form, the procuring entity may

for any reason, whether on its own initiative or as a result of a request for clarification by a

applicant, modify the Application form by issuing an addendum in accordance with the

provisions below.

b) In case, any modification is made to the Application form or any clarification is issued

which materially affects the terms contained in the Application form, the procuring entity

shall publish such modification or clarification in the same manner as the publication of the

initial Application form.

c) In case, a clarification or modification is issued to the Application form, the procuring entity

may, prior to the last date for submission of Application form, extend such time limit in

order to allow the applicants sufficient time to take into account the clarification or

modification, as the case may be, while submitting their Application form.

d) Any applicant, who has submitted his Application in response to the original invitation, shall

have the opportunity to modify or re-submit it, as the case may be, within the period of


Page 21 of 40

time originally allotted or such extended time as may be allowed for submission of

Application form, when changes are made to the Application form by the procuring entity:

Provided that the Application last submitted or the Application as modified by the applicant

shall be considered for evaluation.

4) Period of Validity of Application form

a) Application form submitted by the applicants shall remain valid during the period specified in

the Notice Inviting Application For Empanelment / Application form. An Application valid for a

shorter period shall be rejected by the procuring entity as non-responsive Application.

b) Prior to the expiry of the period of validity of Application form, the procuring entity, in

exceptional circumstances, may request the applicants to extend the Application validity

period for an additional specified period of time. An applicant may refuse the request and

such refusal shall be treated as withdrawal of Application and in such circumstances

empanelment fee shall not be forfeited.

5) Format and Signing of Application form

a) The applicant shall prepare one original set of the Application form called Application in the

manner as specified in the Application form.

b) The Application form shall be typed or written in ink and it‟s all the pages shall be signed by

the applicant or a person duly authorised to sign on behalf of the applicant, in token of

acceptance of all the prerequisite and various requirements as specified in the Application

form.

c) Any corrections in the Application Form such as interlineations, erasures, or overwriting

shall be valid only if they are signed or initialled by the person signing the Application

Form.

6) Sealing and Marking of Application form

a) Applicants may submit their Application form by post or by hand delivery in one large single

envelope.

b) The inner and outer envelopes shall:

a. bear the name and complete address along with telephone/ mobile number of

applicant;

b. bear complete address of the procuring entity with telephone number, if any;

c. bear the specific identification of the Application Form pursuant to Notice Inviting

Application for Empanelment and any additional identification marks as specified in the

Application form; and

d. bear a warning not to be opened before the time and date for Application opening, in

accordance with the Notice Inviting Application For Empanelment.

c) If all envelopes are not sealed and marked as required, the procuring entity shall assume

no responsibility about its consequences.

d) For empanelment with RISL, the appicant must submit the following information along with

attested copies of supporting documents, failing which the Application Form shall not be

considered for empanelment.

e) Firms which would like to apply under multiple categories, should ensure submission of all

the requisite and essential documents as per the method detailed below:

o Single set of supporting documents for Part-1(envelope-1)


Page 22 of 40

o Empanelment Category specific supporting documents for Part -2 and Separate

empanelment fee & form fee for each category (envelope 2,3,4,5…. for each

category, mentioning the category name on the envelope)

f) The firms / organization empanelled with RISL for the year 2012-2013, shall only submit

the following documents of Part-1 (Envelope -1):

o Letter of empanelment issued for the year 2012-2013

o Application form (Form-1)

o Bidders Authorization Certificate (Form-2)

o CA Certificate with CA‟s Registration Number/ Seal specifying positive net worth of

the bidder in the last financial year, i.e. 2011-12

o Latest VAT Clearance certificate /Service Tax Return as on 31st December 2012

o Self-Declaration (Form-4)

o Sealed and Signed copy of the RFP Document

I. Part-1: Envelope – 1:

S.

No.

Documents Type Document Format

1. Application Form As per Form 1

2. Bidder‟s Authorisation Certificate As per Form 2

3. All the documents mentioned in

the “Eligibility Criteria”, in support

of the eligibility

As per the format mentioned against the

respective eligibility criteria clause

4. Self Declaration by Bidders As per Form 4

5. Signed copy of the RFP

Document

Sealed and Signed copy of the RFP

Document

II. Part-2: Envelope – 2:

S.

No.

Documents Type Document Format

1. Covering Letter for Empanelment

Category

On bidder‟s letter head duly signed by

authorized signatory

Fee Details

2. Application Form Fee Instrument/ Proof of submission

3. Empanelment Fee Instrument/ Proof of submission

Category Specific Documents

4. CA Certificate specifying Annual

Turnover of the applicant during

each of the last three financial

years, i.e., from 1.4.2009 to

31.3.2012

CA Certificate with CA‟s Registration

Number/ Seal

5. Project Reference for providing

similar services during last 3

years i.e. from 1.1.2010 to

31.12.2012.

1. Project reference As per Form-3

And

2. Work Completion Certificates from the

client;

OR


Page 23 of 40

3.(a) Work Order + Self Certificate of

Completion (Certified by the a CA/Auditor

appointed by Governing Body);

OR

3.(b) Work Order + Phase Completion

Certificate from the client

7) Application Form Fee, Empanelment Fee

a) Applications shall be considered in the prescribed Application Form only, which can be

obtained from the office of the Empanelment Authority during office hours on any working

day, on payment of Rs. 500/- (non-refundable) towards application form fee in cash or by

demand draft (DD) in favour of the Managing Director, RISL. In case, the Application Form

is sought by post, Rs. 100/- towards postal charges will be charged extra.

b) Applications not submitted in prescribed form will be rejected. Application Forms can also

be downloaded from website http://risl.rajasthan.gov.in but Rs. 500/- towards application

form fee (per category) should be deposited along with it.

c) All the Applications should be accompanied with the prescribed Empanelment fee as

mentioned in chapter 1 titled “Invitation for Inviting Application for Empanelment”, for each

category, in favour of the “Managing Director, RISL” , in the form of Cash or Bank DD/

Banker‟s Cheque payable at “Jaipur”. Categories where sufficient applications are not

received, the empanelment process for that category may be cancelled and empanelment

fee shall be refunded to the applicant for that particular category.

8) Cost & Language of Bidding

a) The Applicant shall bear all costs associated with the preparation and submission of its

Application, and the procuring entity shall not be responsible or liable for those costs,

regardless of the conduct or outcome of the bidding process.

b) The Application, as well as all correspondence and documents relating to the Application

exchanged by the Applicant and the procuring entity, shall be written only in English

Language. Supporting documents and printed literature that are part of the Bid may be in

another language provided they are accompanied by an accurate translation of the

relevant passages in English/ Hindi language, in which case, for purposes of interpretation

of the Bid, such translation shall govern.

9) Deadline for the submission of Application form

a) Application form shall be received, by the person, designated for the purpose, by the

procuring entity or directly dropped in the Application box, at the place and up to the time

and date specified in the Notice Inviting Application for Empanelment.

http://www.rajcomp.net/


Page 24 of 40

b) Normally, the date of submission and opening of Application form would not be extended.

In exceptional circumstances or when the Application form are required to be

substantially modified as a result of discussions in pre-bid meeting/ conference or

otherwise and the time with the prospective applicants for preparation of Application form

appears insufficient, the date may be extended by the procuring entity. In such case the

publicity of extended time and date shall be given in the manner, as was given at the

time of issuing the original Notice Inviting Application for Empanelment and shall also be

placed on the State Public Procurement Portal, if applicable. It would be ensured that

after issue of corrigendum, reasonable time is available to the applicants for preparation

and submission of their Application form. The procuring entity shall also publish such

modifications in the Application form in the same manner as the publication of initial

Application form. If, in the office of the Application form receiving and opening authority,

the last date of submission or opening of Application form is a non-working day, the

Application form shall be received or opened on the next working day.

10) Late Application form

a) The person authorised to receive the Application form shall not receive any Application

that is submitted personally, after the time and date fixed for submission of Application

form.

b) Any Application, which arrives by post after the deadline for submission of Application

form, shall be declared and marked as “Late” and returned unopened to the applicant by

registered post.

11) Receipt and Custody of Application form

c) The Application form shall be received by hand delivery, by courier or by post in the

specified format up to the specified time and date and at the specified place, by the

person authorised by the procuring entity.

d) The person authorised to receive the Application form shall provide a receipt signed by

him with date and time of receipt of Application to the person, who delivers the

Application.

e) All Application form received unsealed, in torn or damaged condition through post or by

personal delivery shall be so marked and signed on the cover by the person receiving the

same and get signed on it by the person delivering it and put in a fresh cover and reseal,

if so warranted. All such entries shall be attested by the receiving person.

f) The received Application form shall be kept in safe custody in lock and key by the person

authorised to receive the Application form.

g) The location of Application box shall be such as to facilitate easy access to applicants.

The Application box shall have two sealed locks. The key of one of the locks shall remain


Page 25 of 40

with the procuring entity and the key of the other lock shall be with the person authorised

to receive the Application form.

h) Application form received by the authorised person on or before the time and date fixed

for receipt of Application form shall be entered in Application form / Bid receipt register

and the same shall be closed at the scheduled time and date giving in words and figures

the number of Application form received up to the last time and date for submission of

Application form.

i) The record of Application form received late through post shall be entered in Application

form receipt register after closing the register as per (f) above.

j) Application form received by telegram or given on form other than the prescribed form

shall not be considered.

12) Opening of Application form

k) The sealed Application box shall be opened by the Application opening committee

constituted by the procuring entity at the time, date and place specified in the Application

form in the presence of the applicants or their authorised representatives, who choose to

be present.

l) The Application form receiving person shall also hand over all the Application form

received by him up to the time and date for submission of Application form to the

Convener of Application form opening committee and obtain its signature in the

Application form receipt register.

m) The Application opening committee may co-opt experienced persons in the committee to

conduct the process of Application opening.

n) The Application form shall be opened by the Application form opening committee in the

presence of the applicants or their authorised representatives who choose to be present.

All envelopes containing Application form shall be signed with date by the members of

the committee in token of verification of the fact that they are sealed. The envelopes shall

be numbered as a/n, where „a‟ denotes the serial number at which the Application

envelop has been taken for opening and „n‟ denotes the total number of Application form

received by specified time.

o) The Application opening committee shall prepare a list of the applicants or their

representatives attending the opening of Application form and obtain their signatures on

the same. The list shall also contain the representative‟s name and telephone number

and corresponding applicants‟ names and addresses. The authority letters brought by the

representatives shall be attached to the list. The list shall be signed by all the members

of Application opening committee with date and time of opening of the Application form.

p) All other envelopes shall be opened one at a time and the following details shall be read

out and recorded: -


Page 26 of 40

a. the name of the applicant and whether there is a substitution or modification;

b. the Application form fee;

c. the empanelment fee, if required; and

d. any other details as the committee may consider appropriate.

After all the Application form have been opened, they shall be initialled and dated on

the first page of the each Application by the members of the Application form opening

committee. Alterations/ corrections/ additions/ over-writings shall be initialled legibly

to make it clear that such alteration, etc., were existing in the Application at the time

of opening.

q) No Application shall be rejected at the time of Application opening except the late

Application form, alternative Application form (if not permitted) and Application form not

accompanied with the proof of payment or instrument of the required price of Application

form, processing fee (if any) or user charges and empanelment fee.

r) The Application opening committee shall prepare a record of the Application opening that

shall include the name of the applicant and whether there is a withdrawal, substitution, or

modification, the Application form fee, any conditions put by applicant and the proof of

the payment of price of Application form and Empanelment fee. The applicants or their

representatives, who are present, shall sign the record. The omission of a applicant‟s

signature on the record shall not invalidate the contents and effect of the record. The

members of the committee shall also sign the record with date.

13) Selection Method:

a) All the application forms shall be scrutinized on the basis of information and supporting

documents submitted by the applicant.

b) The applicants meeting all the eligibility criteria, category specific requirements and other

conditions as stated in the application form shall be considered for empanelment, subject

to the condition that numbers of eligible firms are available for empanelment under

respective category.

14) Clarification of Application form

a) To assist in the examination, evaluation, comparison and qualification of the Application

form, the Application evaluation committee may, at its discretion, ask any applicant for a

clarification regarding its Application. The committee‟s request for clarification and the

response of the applicant shall be in writing.

b) Any clarification submitted by a applicant with regard to its Application that is not in

response to a request by the committee shall not be considered.

c) No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified applicant, qualified or an unresponsive submission,

responsive shall be sought, offered or permitted.


Page 27 of 40

d) All communications generated under this rule shall be included in the record of the

procurement proceedings.

15) Evaluation & Tabulation of Application form

a) Preliminary Examination of Application form

The Application evaluation committee constituted by the procuring entity shall conduct a

preliminary scrutiny of the opened Application form to assess the prima-facie

responsiveness and ensure that the: -

a. Application is signed, as per the requirements listed in the Application form;

b. Application has been sealed as per instructions provided in the Application form;

c. Application is valid for the period, specified in the Application form;

d. Application is accompanied by Application form fee and Empanelment Fees.

e. Application is unconditional and the applicant has agreed to give the required

performance security; and

f. other conditions, as specified in the Application form are fulfilled.

b) Determination of Responsiveness

a. The Application evaluation committee shall determine the responsiveness of an

application on the basis of Application form and the provisions of pre-qualification/

eligibility criteria of the Application form.

b. A responsive Application is one that meets the requirements of the Application form

without any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the Application form;

ii. “reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the Application form; and

iii. “Omission” is the failure to submit part or all of the information or documentation

required in the Application form.

c. A material deviation, reservation, or omission is one that,

i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject

matter of procurement specified in the Application form; or

2. limits in any substantial way, inconsistent with the Application form, the

procuring entity‟s rights or the applicant‟s obligations under the proposed

contract; or

ii. if rectified, shall unfairly affect the competitive position of other applicants

presenting responsive Application form.

d. The Application evaluation committee shall examine the technical aspects of the

Application in particular, to confirm that all requirements of Application form have been

met without any material deviation, reservation or omission.

e. The procuring entity shall regard an application as responsive if it conforms to all

requirements set out in the Application form, or it contains minor deviations that do not

materially alter or depart from the characteristics, terms, conditions and other

requirements set out in the Application form, or if it contains errors or oversights that

can be corrected without touching on the substance of the Application.

c) Non-material Non-conformities in Application form

a. The Application evaluation committee may waive any non-conformities in the

Application that do not constitute a material deviation, reservation or omission, the

Application shall be deemed to be substantially responsive.


Page 28 of 40

b. The Application evaluation committee may request the applicant to submit the

necessary information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc.

within a reasonable period of time. Failure of the applicant to comply with the request

may result in the rejection of its Application.

c. The Application evaluation committee may rectify non-material nonconformities or

omissions on the basis of the information or documentation received from the applicant

under (b) above.

d) Tabulation of Application form

a. All Applications shall be tabulated by the Application evaluation committee in the form

of a comparative statement for the respective category to evaluate the qualification of

the applicants against the criteria for qualification set out in the Application form.

b. The members of Application evaluation committee shall give their recommendations

below the table as to which of the applicants have been found to be qualified in

evaluation of Technical Application form and sign it.

16) Exclusion of Application form/ Disqualification

a) A procuring entity shall exclude/ disqualify an application, if: -

a. the information submitted, concerning the qualifications of the applicant, was false or

constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the applicant, was materially

inaccurate or incomplete; and

c. the applicant is not qualified as per pre-qualification/ eligibility criteria mentioned in the

Application form;

d. the Application materially departs from the requirements specified in the Application

form or it contains false information;

e. the applicant, submitting the Application, his agent or any one acting on his behalf,

gave or agreed to give, to any officer or employee of the procuring entity or other

governmental authority a gratification in any form, or any other thing of value, so as to

unduly influence the procurement process;

f. an applicant, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

b) An application shall be excluded/ disqualified as soon as the cause for its exclusion/

disqualification is discovered.

c) Every decision of a procuring entity to exclude an application shall be for reasons to be

recorded in writing and shall be: -

a. communicated to the concerned applicant in writing;

b. published on the State Public Procurement Portal, if applicable.

17) Acceptance of the successful Application and participation in the work through

empanelment

a) The vendors which fulfil the requisite eligibility criteria for empanelment in various

categories will be empanelled in respective categories.

b) The empanelled firms will become eligible for participating in the RFP/ tendering process

for projects of supply of goods or services or both in their category of empanelment, which

would be invited during the period of their empanelment.


Page 29 of 40

c) Tender Inquiry for procurement from empanelled vendors: Request for Proposals/ financial

bids for projects of supply of goods or services or turnkey projects costing upto the

financial limit for respective categories for procurement from empanelled vendors will be

placed on the website and will also be sent directly to eligible empanelled bidders of the

relevant category through e-mail or by post.

d) Through this Empanelment process, maximum ten (10) orders per category of

empanelment per year will only be allowed.

e) The remaining procedure of tendering and the terms and conditions of the RFP/ Contract

including provision for bid security, Performance Security deposit, Liquidated Damages,

etc. shall be similar to those prescribed for procurement of goods and services through

open tenders.

18) Information of Empanelled Applicants

Information of the empanelled applicants post evaluation and selection, shall be

communicated to all participating applicants and published on the respective website(s) as

specified in Notice Inviting Application for Empanelment.

19) Procuring entity’s right to accept or reject any or all Application form

The Procuring entity reserves the right to accept or reject any Application, and to annul

(cancel) the Empanelment process and reject all Application form at any time prior to award of

contract, without thereby incurring any liability to the applicants.

20) Validity of the empanelment

This Empanelment shall remain valid for a period for one year from the date of issue of

empanelment letter / agreement with the empanelled firm. However, the tenure of

empanelment may be extended further for another 12 months or till next empanelment is

finalised, whichever is earlier based on the performance of the firm and mutual consent of

RISL and the respective Organization / Firm and availability of budget under the specific

category.

21) Confidentiality

a) Notwithstanding anything contained in this Application form but subject to the provisions of

any other law for the time being in force providing for disclosure of information, a procuring

entity shall not disclose any information if such disclosure, in its opinion, is likely to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of applicants;

d. affect the legitimate commercial interests of the procuring entity in situations that may

include when the procurement relates to a project in which the procuring entity is to

make a competitive Application, or the intellectual property rights of the procuring

entity.

b) The procuring entity shall treat all communications with applicants related to the

procurement process in such manner as to avoid their disclosure to competing applicants

or to any other person not authorised to have access to such information.


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c) The procuring entity may impose on applicants and sub-contractors, if there are any for

fulfilling the terms of the procurement contract, conditions aimed at protecting information,

the disclosure of which violates (a) above.

d) In addition to the restrictions specified above, the procuring entity, while procuring a

subject matter of such nature which requires the procuring entity to maintain confidentiality,

may impose condition for protecting confidentiality of such information.

22) Cancellation of procurement process

a) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subject

matter of procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Application; or

b. after the successful Application is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any Application form or proposals after taking a

decision to cancel the procurement and shall return such unopened Application form or

proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for such

decision shall be immediately communicated to all applicants that participated in the

procurement process.

e) If the applicant whose Application has been accepted as successful fails to sign any written

procurement contract as required, the procuring entity may cancel the procurement

process.

f) If a applicant is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Application of the convicted applicant

has been declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the procuring

entity and the convicted applicant.

23) Code of Integrity for Applicants

a) No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.

b) The code of integrity include provisions for: -

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an unfair advantage in the

procurement process or to otherwise influence the procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to mislead

so as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, Application rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the

applicants with an intent to gain unfair advantage in the procurement process or

for personal gain;

v. any financial or business transactions between the applicant and any officer or

employee of the procuring entity;


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vi. any coercion including impairing or harming or threatening to do the same, directly

or indirectly, to any party or to its property to influence the procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the applicant of any previous transgressions with any entity in India or

any other country during the last three years or of any debarment by any other

procuring entity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity by

a applicant or prospective applicant, as the case may be, the procuring entity may take

appropriate measures including: -

a. exclusion of the applicant from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of Empanelment

fee;

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at bank

rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred by

the procuring entity;

f. debarment of the applicant from participation in future procurements of the procuring

entity for a period not exceeding three years.

24) Interference with Procurement Process

An applicant, who: -

a) withdraws from the procurement process after being declared the successful

applicant;

b) fails to enter into procurement contract after being declared the successful applicant;

c) fails to provide performance security or any other document or security required in terms

of the Application form after being declared the successful applicant, without valid

grounds,

shall, in addition to the recourse available in the Application form or the

contract, be punished with fine which may extend to fifty lakh rupees or ten per cent of

the assessed value of procurement, whichever is less.

25) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any applicant or prospective

applicant is aggrieved that any decision, action or omission of the procuring entity is

in contravention to the provisions of the Act or the rules or guidelines issued thereunder,

he may file an appeal to such officer of the procuring entity, as may be designated by it for

the purpose, within a period of 10 days from the date of such decision or action, omission,

as the case may be, clearly giving the specific ground or grounds on which he feels

aggrieved:

a. Provided that after the declaration of a applicant as successful in terms of “Award of

Contract”, the appeal may be filed only by a applicant who has participated in

procurement proceedings:

b. Provided further that in case a procuring entity evaluates the technical Application

before the opening of the financial Application, an appeal related to the matter of

financial Application may be filed only by a applicant whose technical Application is

found to be acceptable.


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b) The officer to whom an appeal is filed under (a) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub-

section within the period specified in (c) above, or if the applicant or prospective applicant

or the procuring entity is aggrieved by the order passed, the applicant or prospective

applicant or the procuring entity, as the case may be, may file a second appeal to an officer

or authority designated by the State Government in this behalf within 15 days from the

expiry of the period specified in (c) above or of the date of receipt of the order passed

under (b) above, as the case may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with the

appeal as expeditiously as possible and shall endeavour to dispose it of within 30 days

from the date of filing of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be :

First Appellate Authority: Chairman, RISL or as determined by GoR

Second Appellate Authority: Finance Department, GoR

f) Form of Appeal:

a. Every appeal under (a) and (c) above shall be as per Annexure-16 along with as

many copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

g) Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker‟s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit

and documents, if any, to the respondents and fix date of hearing.

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating to

the matter.

c. After hearing the parties, perusal or inspection of documents and relevant records

or copies thereof relating to the matter, the Appellate Authority concerned shall

pass an order in writing and provide the copy of order to the parties to appeal free

of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

i) No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial

interests of the applicant or the procuring entity, shall be disclosed in a proceeding under

an appeal.


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26) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application

made in this behalf and after affording a reasonable opportunity of hearing to the parties

concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, is

satisfied that failure to do so is likely to lead to miscarriage of justice.

27) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under

the “The Rajasthan Transparency Public Procurement Act 2012”, with the intention of

delaying or defeating any procurement or causing loss to any procuring entity or any other

applicant, shall be punished with fine which may extend to twenty lakh rupees or five per

cent of the value of procurement, whichever is less.

28) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”

has been committed by a company, every person who at the time the offence was

committed was in charge of and was responsible to the company for the conduct of the

business of the company, as well as the company, shall be deemed to be guilty of having

committed the offence and shall be liable to be proceeded against and punished

accordingly:

Provided that nothing contained in this sub-section shall render any such person liable

for any punishment if he proves that the offence was committed without his knowledge or

that he had exercised all due diligence to prevent the commission of such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act has

been committed by a company and it is proved that the offence has been committed with

the consent or connivance of or is attributable to any neglect on the part of any director,

manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and

shall be liable to be proceeded against and punished accordingly.

c) For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership,

firm, registered society or co- operative society, trust or other association of

individuals; and

b. "director" in relation to a limited liability partnership or firm, means a partner in the

firm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act,

whether or not that offence is committed in consequence of that abetment, shall be

punished with the punishment provided for the offence.

29) Debarment from Application

a) A applicant shall be debarred by the State Government if he has been convicted of an

offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law

for the time being in force, for causing any loss of life or property or causing a

threat to public health as part of execution of a public procurement contract.


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b) A applicant debarred under (a) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from

the date on which he was debarred.

c) If a procuring entity finds that a applicant has breached the code of integrity prescribed in

terms of “Code of Integrity for applicants” above, it may debar the applicant for a period

not exceeding three years.

d) Where the entire Empanelment fee or the entire performance security or any substitute

thereof, as the case may be, of a applicant has been forfeited by a procuring entity in

respect of any procurement process or procurement contract, the applicant may be

debarred from participating in any procurement process undertaken by the procuring

entity for a period not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a

applicant under this section unless such applicant has been given a reasonable

opportunity of being heard.


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6. SPECIAL TERMS AND CONDITIONS OF EMPANELMENT

Note: Firms should read these conditions carefully and sign and comply strictly while

sending their applications.

1. Firms already empanelled with RISL for the year 2012-2013 will also have to apply for

empanelment for the year 2013-2014 for the respective categories. These firm shall have

to deposit application form fee and empanelment fee, as prescribed.

2. The empanelment of applicants under various categories does not mean guarantee of supply/

work orders.

3. RISL may delete any category at any point of time as per requirement.

4. The scope of work mentioned in the respective categories is indicative and not exhaustive.

The actual scope of work will be defined on case to case basis for participating in Request for

Proposals/ Financial Bids which would be invited for supply of goods and/ or services related

to Information Technology.

5. Review of list of empanelled Firms : The list of empanelled Firms will be reviewed by RISL

from time to time during the period of Empanelment with regard to –

a. Adhering to time schedule for completion of job.

b. Quality of service.

c. Adherence to terms and conditions of Purchase/Work Order.

d. General Conduct of the firm.

e. Quality of supplied goods and maintenance of goods and services during warranty

and AMC.

6. Firms who default on above points (5a to 5e) may be removed from the empanelled list either

for a limited period or on a permanent basis on case-to-case basis in addition to imposing such

liquidated damages / penalties and other actions as may be permissible under bid/tender

conditions of the relevant work order / contract.


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Form-1

APPLICATION FORM

1. Addressed to:

Name of the Empanelment Authority Managing Director

Address RajCOMP Info Services Limited (RISL) C-Block, I

st Floor, Yojana Bhawan, Tilak Marg, Jaipur

(Rajasthan) – 302005

Telephone 2229394, 5103902

Tele Fax 0141-2228701

Email [email protected]

2. Firms Particulars:

Name of Firm

Name of Contact Person with Designation

Registered Office Address

Address of the Firm

Year of Establishment

Type of Firm Public Limited

Private Limited

Partnership Proprietary

Put Tick( ) mark

Telephone Number(s)

Email Address/ Web Site Email: Web-Site:

Fax No.

Mobile Number Mobile:

Certification/Accreditation/Affiliation, if Any (attach proof)

3. The Application Form fee amounting to Rs. 500/- (Rupees Five Hundred Only) has been deposited vide Cash receipt no./ Bank Draft no./ Banker Cheque no. _______ dated ___________ .

4. Following documents are attached towards the proof of empanelment fee deposited.

Empanelment Fee deposited through

Number Dated

Cash Receipt

Demand Draft / Banker‟s Cheque payable at Jaipur

5. We agree to abide by all the terms and conditions mentioned in this form issued by the

Empanelment Authority and also the further conditions of the said notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein along with stamp of the firm).

Date: Place:

Seal/ Signature of Auth. Signatory


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Form-2

BIDDER’S AUTHORIZATION CERTIFICATE {to be filled by the Applicant}

To,

{Procuring entity},

______________________________,

______________________________,

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized

to sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

submit technical & commercial information/ clarifications as may be required by you in the course

of processing the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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Form-3

FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-QUALIFICATION

EXPERIENCE {to be filled by the Applicant}

Project Name: Value of Contract/Work Order (In INR):

Country:

Location within country:

Project Duration:

Name of Customer: Total No. of staff-months of the assignment:

Contact person with address, phone, fax

and e-mail:

Approx. value of the services provided by your

company under the contract (in INR):

Start date (month/year):

Completion date (month/year):

Name of associated Bidders, if any:

Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from the customer for each project

reference


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Form-4

SELF-DECLARATION {to be filled by the Applicant}

To,

{Procuring entity},

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for

{Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I/ We hereby declare that presently our Company/

firm _________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other country

during the last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended

and is not the subject of legal proceedings for any of the foregoing reasons;

g) does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a procurement contract within a

period of three years preceding the commencement of the procurement process, or not

have been otherwise disqualified pursuant to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document which

materially affects the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our

security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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Form-5

MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or

omission of the procuring entity in contravention to the provisions of the Act by which the

appellant is aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address

of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature

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